Officer, Procurement

About Evidence Action

Our organization was founded in 2013 to address a big gap in the fight against global poverty–many of the most promising interventions are either implemented at a very small scale, or not at all. We set out to address this gap by building programs that would scale evidence-based and cost-effective interventions, leading to significant improvements in quality of life for hundreds of millions of people.

Our model worked. In less than a decade, our two flagship programs, the Deworm the World Initiative and Dispensers for Safe Water, have grown to measurably impact over 280 million people each year. This success is achieved through the dedication and talent of our staff, the hard work of our partners, and the commitment of our supporters.

By 2024, we seek to double our impact. We are strengthening and expanding our existing programs, and working to identify a new generation of evidence-based and cost-effective interventions that we can scale to reach millions more.

Job purpose

The Procurement Officer will be a key member of the F&A Team, providing strategic oversight and planning of the dispenser hardware supply chain. This position is based in Blantyre and the incumbent is required to support the procurement activities in Blantyre Office.

Duties and responsibilities

Under the guidance and supervision of the Snr Procurement Associate, the Procurement Officer provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Blantyre EA Office, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Procurement Officer liaises with heads of departments in order to ensure best support. In performing his/her work, the Procurement Officer promotes a client, quality and results-oriented approach.

Key Functions:

Procurement Activities:

• Conduct local procurements and managing the entire procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
• Maintain an elaborate record management plan for Evidence Action procurement unit in Blantyre with the aim of ensuring all transactions are properly documented.
• Participate prequalification of suppliers and tender processes
• Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with Snr. Procurement Associate for any revisions and updates needed.
• Preparation and publication of tender documents as well as co-ordination of Evaluation, Procurement and Tender committees.
• Creation and maintenance of a consolidated preferred supplier list for EA office Malawi.
• Managing Inventory and Property registers for the organization as will be delegated by Operations department.
• Taking up insurance covers for inventory and property in Blantyre while working with the Operations department.

Vendor Management:

• Identify and negotiate with suppliers to ensure transparent and cost-effective sourcing
• Ensure that the vendors are compliant with the Organizational policies and procedures put in place. E.g. CSI Checks etc.
• Preparation of vendor contracts, amendments to existing contracts and other contract management requirements.
• Act as the focal person for communication with the vendors on behalf of Evidence Action.

Key performance Indicators

The key results have an impact on the execution of the Blantyre Office- Procurement Service management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances the Procurement Unit’s capability as an efficient department,

Qualifications

• Minimum Bachelor degree in Supply Chain Management.

• At least CIPS level 4 will be an added advantage,

• Membership of MIPS

• Experience in the of Google Suite applications as well as in handling of web-based management systems is desirable

• 2-4 years’ work experience in a position with similar responsibilities.

Working conditions

The official working hours is 8:00am to 5:00pm from Monday to Friday. However, this job requires a flexible person as one may work beyond official working hours including weekends.

Position Location

The position will be based in Blantyre, Malawi

Equal Opportunity Statement

Evidence Action does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.